Release Figure Management (RFM)

ST. CLOUD STATEU N I V E R S I T Y

NPC Recruitment Task Force

In advance of its 2003 meeting, NPC examined literally every recruitment practice or process in the Manual of Information including:

• Marketing• Recruitment Counseling• Total• Recruitment Style and…• Release Figures!!

What are Release Figures?

National Panhellenic Conference endorses a formula recommending the number of invitations a sorority chapter may issue for each round to assure recruiting success. In addition, it provides the opportunity for a Panhellenic to pledge the greatest number of women.

So the priorities are: (1) Promoting parity in Chapter Size and (2) Maximizing number of PNMs pledged

Goals of Release Figure Methodology

• To give each chapter a statistical chance to attain Quota

• To allow each PNM to investigate realistic options and ultimately match with a sorority for which she has a preference

• To optimize the total number of matches, thus growing the entire Greek community while also achieving parity

The Psychology of a PNM

• Setting expectations fairly– Focus PNMs on appropriate chapters– PNMs should not expect full party

complements– The Recruitment Counselors must stress the

open doors, not the rejections

The Psychology of a Chapter

• Focus chapter time on PNMs it has best chance of pledging

• Parity among chapters in recruitment is critical for chapter morale – meaning you want all chapters to match or come close to Quota!

NPC Release Figures

The Methodology

Release Figure Management

• An RFM Specialist is assigned to each campus by NPC

• She has a back-up Senior Specialist• She has access to statistics from prior years• The “RFM software” calculates invitation

figures for each chapter• The Specialist provides these invitation

numbers and monitors results throughout recruitment

RFM Concept

• Stronger recruiting groups are required to release more PNMs earlier in the process, allowing those PNMs to focus on the chapters that are the more realistic options for them

RFM Concept

• So this means that the chapters that are not as strong in formal recruitment will have more women coming back to their events – so they have to know how to handle that before the PNMs walk in the door!

Release Figures are Based on Recruitment Strength

Each chapter’s individual overall strength is

determined by:• Weighted return rates for each round over the

past three years• Percentage of bid list used to reach Quota• Number of PNM’s that list a chapter as their #1

choice

Partial List of 400+ Campuses Already on RFM

• American• Butler• Cincinnati• Coastal Carolina• Colorado College• Delta State• Denver University• Dickinson• Drake• Drury• Duke• Hillsdale College• Iowa State

• Mankato State• Marquette University• Milliken• Montana State• North Dakota State • Ripon College• University of Minnesota• University of North Dakota• University of South Dakota• U of WI – Eau Claire• U of WI - Oshkosh

These schools have either 3 or 4 chapters

Recruitment Overview

St. Cloud State

Panhellenic Association

St. Cloud State StatisticsFall 2011

• Minimally Structured Recruitment• 30 attended first round• 30 attended second round • 20, 29 attended Preference • 18 bids extended by one NPC chapter• 27 bids extended by one NPC chapter• 30 bids extended by local chapter• 33 total number pledged • Spring 2012 chapter sizes – 31, 27 and 18• Interest Group looking at NPC affiliation 35

RFM, Quota and Total

• Partially Structure Recruitment and RFM will assist chapters in reaching parity in recruitment

• Chapters who do not match to Quota may immediately COB up to Quota

• Following recruitment, CPH will determine optimum number for Panhellenic Total; may be average chapter size, median chapter size or size of the largest chapter

• Chapters not at Total may COB to Total

HOW WILL RFM IMPACT

OUR CHAPTERS?

Implications for Implications for Stronger Recruiting ChaptersStronger Recruiting Chapters

The Tough News First:• You must be prepared to release more PNMs earlier in

the process.

• You will be inviting fewer PNMs to all events, which may leave you with excess members on the recruitment floor.

• In many cases, you will be recruiting against only the other stronger groups for the PNMs you want.

• Your lists will be shorter, so there may be an initial fear that you won’t reach Quota, or a perception that you’ve “gone to the bottom of your bid list.”

Implications for Implications for Stronger Recruiting ChaptersStronger Recruiting Chapters

The Good News!!!

• You don’t have to worry about PNMs you’re not going to pledge.

• You can focus more on the PNMs you really want.

• The RFM Experience shows that you will still make Quota with the PNMs you want.

• The RFM Experience indicates that your return rates will actually increase.

Implications for Implications for Weaker Recruiting ChaptersWeaker Recruiting Chapters

The Good News IS the Tough News:

• All the women stronger chapters are releasing are looking at YOU now!!

• You will have more PNMs attending your events.

• You may need to double or triple recruit.

• You will not be competing against the stronger chapters for as many rounds.

• You will be entertaining women who have never seriously considered your chapter before – BE READY to sell your experience!!

How will my chapter know how many PNM’s to release?

Each chapter will be given the exact number of PNM’s they can invite to the next round, which will be based on their weighted recruitment strength and the PNMs priorities and the chapter’s performance as evidenced by those priorities. This number will be delivered after each invitation ranking by the PNMs.

Invite or Carry Figures

• No chapter may exceed the invite number• Over inviting is not permitted in RFM• Inviting fewer PNMs than the carry figure or “under

inviting” is strongly discouraged• Greatly jeopardizes a chapter’s chances of matching Quota• Causes PNMs to be unnecessarily released from the system• Permission in advance so RFM Specialist can compensate• National representative may be notified if amount is

significant

Invite or Carry Figures – cont.

• Multiple chapters under inviting = lower quota

• Chapters are not forced to invite PNMs they know they do not wish to pledge• It is within the rights of each chapter to determine its own criteria

for membership – no chapter can be forced to affiliate women

• As soon as a chapter knows that a PNM would not be offered a bid, chapter should discontinue inviting her to events. Grades would be an example

Preference and RFMWhy Preference is the Most Important Round with RFM

• The RFM process will normally get the right number of PNMs to your preference round. However, RFM cannot persuade the PNMs to choose your chapter. It is up to your chapter to close the sale.

• Target bid list lengths for preference are based on historical performance. If your chapter does poorly in preference compared to previous years, you risk not making Quota.

Bid Lists

• All women attending a chapter’s preference MUST appear on that chapter’s bid list

• Thus, a chapter must be willing to accept any PNM invited to Preference

• Prior to bid matching, CPH Advisor and RFM Specialist will verify that no releases were made by chapters after Preference

PRIORITY RECRUITMENT

Advantages

Priority – How it Works• Format 11-8-5-2• After Round of 11:

– PNM clusters her top 8

– PNM ranks #9, #10, #11

• After Round of 8:– PNM indicates where she

did not visit DNV

– PNM clusters her top 5

– PNM ranks #2, #3, #4

Paula PNM(405) 555-1234

000 00 Hall 000

Paula Pnm

Priority – How it Works

• PNMs should only rank chapters where they have attended events

• For ICS, use Option D “select and rank”

• Do not use “rank all”

Priority Benefits

• Campuses using Priority Recruitment have higher retention

• The PNMs will only see the chapters that appear on their final schedules

• The PNMs do not have time to consider withdrawing after seeing their schedules

• Chapters have ample time for membership selection sessions (fewer late lists)

Sample Priority Timeline• Events from 5-10pm• 10-11:30pm PNMs submit priorities• 10pm-8am Chapter Membership Selection• 8am Chapter lists due online• 8-9am RFM Specialist and Advisor match PNM

preferences with chapter invitations• 10am Chapter lists available online• 1pm PNMs receive their schedule of events• 1:30pm Events begin for next round

Go hand-in-hand with Priority

Flex Lists

Why Flex Lists are Important

• Flex Lists enable the RFM Specialist to:– Adjust for unexpected changes in chapter

performance compared to past years.– Increases the chance of a chapter meeting

Quota– Optimizes invitations issued by all chapters– Increases retention of PNMs

Plus and Minus Flex Lists

• Plus List

These lists are used to help the chapter if the returns are less than they have been in the past.

• Minus ListThese lists are used when the chapter is over

performing and they do not need the additional women.

What are Flex Lists?

101102103104105

10099989796

Base invitation list – in rank order

Minus list

Plus list

12345…

96979899100

How Flex Lists are Used

• Minus list is MANDATORY

• Plus List is HIGHLY RECOMMENDED but cannot be mandatory because Panhellenic cannot mandate a minimum number of invitations.

• Chapters should be careful about including legacies on flex lists.

What is a Good Format?• There should be an even difference between

consecutive rounds of recruitment – 12-9-6-3– 6-4-2

• If the difference cannot be even, the first drop should be smaller– 5-4-2 vs 5-3-2– 9-7-5-2 vs 9-6-4-2

• “Unnecessary” rounds are discouraged– 4-4-3-2

129

6

3

6

4

2

54

2

5

32

St. Cloud State Format

• RFM Recommended Format– 3 – 3 – 2 – Stronger recruiting chapters will release some

women after first or Open House round

Why Does Format Matter?• Uneven format…

– makes achieving parity difficult– lowers retention by causing large releases in certain

rounds– increases UNintentional single preferences which can

result in large number of Quota Additions

• Unnecessary rounds…– Extend the recruitment process, reducing retention – Have all PNMs visit strongest chapters twice– Sets unfair expectations with PNMs

Quota RangeQuota Additions

Quota Range

• Your RFM Specialist will provide Quota Range to chapters for planning purposes.

38 39 40 41 42 43

• Quota will be set after Preference after all bid lists have been submitted and bid matching is run.

• Quota will be set by RFM Specialist in concert with the Fraternity & Sorority Advisor.

How Quota Range Works• 38 39 40 41 42

43• Chapter A 38 39 40 41 42 43• Chapter B 38 39 40 41 42 43• Chapter C 38 39 40 41 42 43• Chapter D 38 39 40 41 42 43• Chapter E 38 39 40 41 42 43• Chapter F 38 39 40 41 42 43• Chapter G 38 39 40 41 42 4141• Chapter H 38 39 40 41 42 43• Chapter I 38 39 40 41 42 4141• Chapter J 38 39 40 41 42 43• Chapter K 38 39 40 41 3737 3333

• Unmatched PNMs 34 25 12 6 3• Intentional single 12 8 2 2 2• preferences• Maximizing PNMs 22 17 10 4 1

Quota Additions

Quota Addition Process

• PNMs are eligible for Quota Additions when they maximize their options during recruitment

• PNM must list every chapter on her MRABA where she attended preference

• Important not to force PNMs to list all chapters

• The RFM Specialist and Advisor will place any Quota Additions

• Consideration is given to chapters with smaller total membership, the PNMs first choice, position of PNM on chapter’s bid list, and even distribution of new members

MRABAMembership Recruitment Acceptance Binding Agreement

• A PNM must sign this agreement to be eligible for a formal bid

• MRABA and accompanying script are carefully worded to explain to PNMs their options and their potential consequences

• Use the NPC Script

• Electronic Signature is binding

• Print out MRABA and have each PNM sign

Reports

• National Headquarters of groups on that specific campus and FSA receive “All Chapter Report”

• National Headquarters receives chapter specific report

• FSA and Area Advisor receive a Total report immediately following recruitment

Chapter specific report – top section

Chapter specific report – middle section

Chapter specific report – bottom section

Summary and Outcomes of RFM Program

• Potentially more New Members• Higher percentage of chapters pledging Quota• PNMs focusing on groups where they have a real

opportunity to pledge• Chapters able to focus on PNMs they are interested in

pledging• PNMs are not unfairly encouraged, will stay in recruitment• PNMs who “play by the rules” will be matched to a group • Parity being achieved on college campuses• A stronger St. Cloud State Sorority Community!!

QUESTIONS ?

Carol WarrenSenior RFM Specialist rjwarren@aol.com